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Home My WebLink AboutBPW-12-09-92CAAMEL BOARD OF PUBLIC WORKS A_ND SAFETY MEETING MINUTES DECEMBER 9, 1992 6:15 P.M. ONE CIVIC SQUARE/COUNCIL CHAMBERS The meeting of the Carmel Board of Public Works and Safety was called to order by Mayor Ted Johnson. Members Rick McKinney and Vaughn Story were in attendance. Clerk-Treasurer Susan W. Jones was also in attendance. PLEDGE OF ALLEGIANCE AGENDA CHA/qGES: Board Member Vauc to the agenda: 1 2 3 4 5 6 7 8 9 The motion was seconded by Board Member Rick McKinney. voted aye. hn Story made a motion to add the following items Jones and Henry Engineers Agreement Change Order - Contractors United Inc. Change Order - Contractors United Inc. Resolution BW-12-9-92-6 Resolution BW-12-9-92-7 Resolution BW-12-9-92-8 Authorization ~7 - Commonwealth Engineers Bond Release - Oakbrook Bond Release - Lake Forest 1, 2, & 7 Ail members APPROVAL OF MINUTES: McKinney made a motion to approve the minutes of the regular session of November 18, 1992, the executive session of November 18, 1992, the special meeting of November 25, 1992 and the special meeting of December 1, 1992 as submitted. The motion was seconded by Story. Ail members voted aye. BID RECOP~4ENDATIONS: 1) Johnson made a motion to accept the recommendation of Carmel Fire Chief Couts, by awarding the bid for 5 external defibrillators to Physio-Control, 11811 Willow Road N.E., Redmond, WA in the amount of $34,651.25. The motion was seconded by McKinney. Ail members voted aye. Couts stated delivery would not take place for approximately five or six months, so the money would be encumbered. 2) Johnson stated an award for the 131st Street Water Hain Contract ~3 was unable to be made until the bonds were received. Johnson stated he would place this item on the agenda when the bonds were received. 3) Johnson made a motion to accept the recommendation of Commonwealth Engineers, Inc. by awarding the bid for the relocation of the 96th Street lift station to Weitzel Construction Company, Inc. for $385,000. The motion was seconded by Story. Ail members voted aye. 4) Johnson made a motion to accept the recommendation of Commonwealth Engineers, Inc. by awarding the bid for the Division 1, Water Treatment Facility ~5 contingent upon financing availability within the time frame of the bid specification to Indiana Construction Corporation for $3,984,000. The motion was seconded by Story. Ail members voted aye. 5) Johnson made a motion to accept the recommendation of Commonwealth Engineers, Inc. and award the bid for the Division 2, New Well Installation contingent upon financing availability within the time frame of the bid specification to Reynolds, Inc. for $122,222.22. The motion was seconded by HcKinney. Ail members voted aye. NEW BUSINESS: WILLIAM JAKELSKY & NEIGHBORS REQUEST TIMETABLE ON SEWER/WATER REIMBURSEMENTS / ROLLING MEADOWS: Johnson stated a timetable could not be set up for a refund to Rolling Meadows residents, since the fund from which the residents would receive a reimbursement was financed by construction and the fund was currently void of money. Johnson stated other people were in line before the Rolling Meadows residents, however, every effort would be made to accommodate the Rolling Meadows residents and, if legally possible, the City would attempt to move the residents up on the reimbursement list. Ray Breining of 35 Circle Drive, stated Mr. Jakelsky was unable to attend the meeting and he was appealing on behalf of the residents for early consideration of reimbursement. Breining asked if residents other than long-standing residents would be included in the reimbursement agreement. Johnson stated only those individuals who owned the property in 1972 when annexation occurred would be considered. Johnson stated a small claims suit had been filed by an individual who does not currently own the property. PERFORMANCE BOND RELEASES: Story made a motion to approve the following performance bond releases as recommended by the Department of Community Development and the City Engineer: Resolution BW-12-9-92-1 - Lake Forest, Section I and 2 - Monuments and Markers Resolution BW-12-9-92-2 - Williamson Run, Sections 1-5 - Monuments and Markers Resolution BW-12-9-92-3 - Williamson Run, Section 6 - Monuments and Markers Resolution BW-12-9-92-5 - Oakbrook - Sanitary Sewers Resolution BW-12-9-92-9 - Oakbrook - Curbs and Gutters Resolution BW-12-9-92-10 - Lake Forest, Section 1 - Street Surface and Sidewalks Resolution BW-12-9-92-11 - Lake Forest, Section 2 - Street Surface Resolution BW-12-9-92-12 - Lake Forest, Section 7 - Curbs and Gutters and Street Signs The motion was seconded by HcKinney. Ail members voted aye. AGREEMENTS - (AMENDMENTS 21, 23 AND 24) BETWEEN THE CITY OF CARMEL AND JONES AND HENRY ENGINEERSf INC.: Johnson made a motion to approve the following agreements between the City of Carmel and Jones and Henry Engineers, Inc.: 1) Agreement #21 - Engineering service in connection with the determination of the Allowable Waste Discharge Limits. 2) Agreement #23 - Engineering service delineation of the Wellhead Protection Area. in connection with 3) Agreement ~24 - Engineering service in connection with Construction Service for the 96th Street Lift Station Relocation Project. The motion was seconded by Story. All members voted aye. TECHNICAL SERVICE AGREEMENT BETWEEN THE CITY OF CARMEL AND DATA DESIGNf INC.: Story made a motion to approve an agreement between the City of Carmel and Data Design, Inc. for computer software technical services in the Carmel Utilities Department. The motion was seconded by McKinney. Ail members voted aye. SECONDARY PLAT APPROVAL -WATERSTONE SUBDIVISION / STONEWICK SECTION 1~ BAHILL SECTION 1 AND WINDPOINTE SECTION 1: Johnson made a motion to approve the secondary plats for Waterstone Subdivision: Stonewick Section 1, Bahill Section 1 and Windpointe Section 1. The motion was seconded by Story. Ail members voted aye. RESOLUTION BW-12-9-92-4 / AMENDMENT TO THE 1992 WATER AND SEWER BUDGET: Johnson made a motion to approve an increase in the 1992 water and sewer budget for unforeseen expenses in insurance and supplies as follows: Water Budget Acct. ~659.8 - $1,092.10 Acct. ~659.3 - $3,479.68 Acct. ~620.7B - $500.00 Sewer Budget Acct. ~798 - $3,872.00 The motion was seconded by Story. Ail members voted aye. CARMEL FIRE DEPARTMENT PROMOTIONS: Carmel Fire Chief Steven A. Couts, requested the following promotions: Effective December 22, 1992 the following firefighters be promoted from Probationary Firefighters to Second Class Firefighters with a bi-weekly salary of $1,121.01 for the remainder of 1992: Richard DeCrastos Carl Drake Barbara Sloane James Toney Johnson so moved. members voted aye. The motion was seconded by McKinney. Ail Effective January 4, 1993 the following firefighters be promoted from Probationary Firefighters to Second Class Firefighters with a bi-weekly salary of $1,165.85 plus $150 longevity: Kent C. Steury Kenneth D. Overton David G. Haboush Steven J. Witsken Roger L. Kilburn Couts also asked the Board to approve an extension of the probationary period and probationary salary of Probationary Firefighter Terrence D. Ridley from January 4, 1993 to July 4, 1993 as a direct result of disciplinary action taken against Firefighter Ridley. Johnson so moved. members voted aye. The motion was seconded by McKinney. Ail REQUEST FOR PERMISSION TO WRITE OFF UNCOLLECTIBLE DEBTS FROM 1990, 1991 AND 1992 / CARMEL UTILITIES: Story asked if the uncollectible debts had been processed through an out-of-house agency. Lee Dolen of Carmel Utilities stated the write-off percentage did not warrant the cost of an out-of-house collection effort. Story made a motion to approve a write off of uncollectible debts for 1990, 1991 and 1992 as submitted by Carmel Utilities. The motion was seconded by McKinney. All members voted aye. CHANGE ORDERS / ll6TH GRAY ROAD - FIRE HYDRANT AND CONCRETE STEPS: Johnson made a motion to approve a change order for an addition of a fire hydrant (which would be 20% paid by the City of Carmel and 80% Indiana State paid) with Contractor's United, Inc. for $6,765.00 and a change order for concrete steps (which would be 20% paid by the City of Carmel and 80% by Indiana State) with Contractor's United, Inc. for $1,390.00. by Story. All members voted aye. The motion was seconded CHANGE ORDER / ll6TH GRAY ROAD - GUARDRAIL: Johnson made a motion to approve a change order for an addition of a guardrail (which would be 20% paid by the City of Carmel and 80% Indiana State paid) with Contractor's United, Inc. for $2,620.75. The motion was seconded by Story. Ail members voted aye. RESOLUTION BW-12-9-92-6 / A RESOLUTION ALLOWING THE MAYOR TO SIGN AGREEMENTS AND LEASES PRIOR TO SUBMISSION TO THE BOARD OF PUBLIC WORKS AND SAFETY: Clerk-Treasurer Jones stated the definition of a contract in the dictionary was 'an agreement between two or more parties especially one that is written and enforceable by law'. Jones asked how one could determine the difference between an agreement or a contract. Johnson stated if the document stated the document was a 'lease' or an 'agreement', then the Mayor's office would so consider the document a lease or agreement. Johnson stated contracts would be so named 'contracts' on the document. Jones asked what would prevent someone from telling a vendor to type up a document and call it an agreement instead of a contract in order to bypass the Board of Public Works process. Jones stated the State Board of Accounts specifically discussed contracts not having been approved by the Board of Public Works and Safety as a problem. Jones stated the SBA even referred to unsigned agreements with incidental contracts such as AT & T. Johnson stated authorization would be given at the beginning of every year allowing the Hayor to sign agreements and leases on behalf of the Board of Public Works and Safety. Johnson made a motion to amend Resolution BW-12-9-92-6 to change 'effective immediately' to read 'retro-active to January 1, 1992' The motion was seconded by McKinney. Ail members voted aye. Johnson made a motion to approve Resolution BW-12-9-92-6 allowing the Hayor to sign agreements and leases on behalf of the Board of Public Works and Safety as amended. The motion was seconded by Story. Ail members voted aye. Johnson stated when the authorization was redone at the first meeting of the Board of Public Works and Safety in January 1993, he would plan to seriously consider applying a dollar limit on the agreement/ lease/ contract/ addendum/ authorization policy which would help eliminate some of the confusion. RESOLUTION BW-12-9-92-7 / A RESOLUTION ESTABLISHING A SMOKE FREE POLICY IN ALL CITY OF CARMEL BUILDINGS: Discussion ensued among Board members regarding the proposed resolution establishing a smoke free policy affecting all City of Carmel buildings. Johnson made a motion to amend Resolution BW-12-9-92-7 item number 6) to read: "6) Street Department/Administrative Area - None." The motion was seconded by McKinney. Ail members voted aye. McKinney made a motion to approve Resolution BW-12-9-92-7 establishing a smoke free policy affecting all City of Carmel buildings with designated smoking areas for specific areas of specific buildings as amended. The motion was seconded by Story. Ail members voted aye. RESOLUTION BW-12-9-92-8 / A RESOLUTION ESTABLISHING A SUBSTANCE ABUSE POLICY FOR EMPLOYEES OF THE CITY OF CARMEL WHILE ON CITY PROPERTYf IN CITY VEHICLES AND WHILE ON CITY TIME: Discussion ensued among Board members regarding the proposed resolution establishing a substance abuse policy for all City of Carmel employees while on City property, in City vehicles and while on City time. Story made a motion to approve Resolution BW-12-9-92-8 establishing a substance abuse policy for all City of Carmel employees while on City property, in City vehicles and while on City time. The motion was seconded by Johnson. All members voted aye. AGREEMENT BETWEEN THE CITY OF CARMEL AND BUTLER, FAIRMAN AND SEUFERTf INC.: Discussion ensued among Board members and Nelson G. Steele, Vice President of Butler, Fairman and Seufert, Inc. regarding the proposed agreement between the City of Carmel and Butler, Fairman and Seufert, Inc. Johnson made a motion to approve an agreement between the City of Carmel and Butler, Fairman and Seufert, Inc. for engineering services required for the design of ll6th Street from Keystone Avenue east to the Carmel City limits. The motion was seconded by McKinney. Ail members voted aye. AUTHORIZATION #11 - AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES BETWEEN THE CITY OF CARMEL AND COMMONWEALTH ENGINEERS~ INC.: Discussion ensued among Board members regarding the proposed agreement between the City of Carmel and Commonwealth Engineers, Inc. Johnson made a motion to approve authorization ~11 between the City of Carmel and Commonwealth Engineers, Inc. for additional assistance in locating site wells for Water Plants No. 4 and No. 5. The motion was seconded by Story. Ail members voted aye. There being no other business before the Board the meeting was duly adjourned. Respectfully submitted, RESOLUTION BW~12-9-92'8 / A RESOLUTION ESTABLISHING A SUESTANCE ABUSE POLICY FOR EMPLOYEES OF THE CITY OF CARMEL WHILE ON CITY PROPERTY, IN CITY VEHICLES AND WHILE ON CITY TIME: Discussion ensued among Board members regarding the proposed resolution establishing a substance abuse policy for all City of Carmel employees while on City property, in City vehicles and while, on City time. Story made a motion to approve Resolution BW-12-9-92-8 establishing a substance abuse policy for all City of Carmel employees while on city property, in City vehicles and while on City time. The motion was seconded by Johnson. Ail members voted aye. AGREEMENT BETWEEN THE CITY oF CARMEL AND BUTLER, FAIRMAN AND SEUFERT, INC.: Discussion ensued among Board member~ and Nelson G. Steele, Vice President of Butler, Fairman and Seufert,' Inc. regarding the proposed agreement between the City of Carmel and Butler, Fairman and Seufert, Inc. Johnson made a motion to approve an agreement between the City of Carmel and Butler, Fairman and Seufert, Inc. for engineering services required for the design of ll6th Street from' Keystone Avenue east to the Carmel City limits. The motion was seconded by McKinney. Ail members voted aye. AUTHORIZATION #11 - AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES BETWEEN THE CITY OF cARMEL AND COMMONWEALTH ENGINEERS, INC.: Discussion ensued among Board members regarding the proposed agreement between the City of Carmel and Commonwealth Engineers, Inc. Johnson made a motion to approve authorization #11 between the City of Carmel and~ commonwealth Engineers, Inc. for additional assistance in locating site wells for Water Plants No. 4 and No. 5. The motion was seconded by Story. All members voted aye. There being no other busineSs before the Board the meeting was duly adjourned. Respectfully submitted, /gu-san W. Jones, ~l~rk-Treasurer /Approved: · ~'~,~.~ n~s°n, Presiding officer ATT-EST:/) ~an ~&; J0n,"e~;~Cl ~-Tr easurer 6